Career

1
Career Technical Education Reporting System

• CTERS

2
Discussion Points

• The effect of Data Collection on reporting.
• Data Collection Due Dates, Availability and
  Report Points of Interest.

3
Data Source to Reporting
4
Data Source to Reporting
5
Data Source to Reporting
6
Data Collection Due Dates and Availability
7
SEDF Current Status

• Was Due March 3rd, 2006.
• A hand full of divisions still need to fax in
  Signed Verification Form verifying the accuracy
  of submitted data.

8
SEDF Final Submission

• Signed Verification Form Spring Submission
  Requires CTE Administrator and Division
  Superintendents signature.
• Threshold Report Thresholds must be justified
  in writing on the threshold report or justified
  via the SSWS and submitted with the Signed
  Verification Form. Do not make corrections on
  this report but correct via SSWS.

9
SEDF Final Submission

• Data Abnormalities Errors must be corrected
  through the SSWS. You cannot write corrections
  on the Data Abnormalities report and submit with
  Signed Verification Form.
• Errors do not include Warnings or Notices but
  only Critical Errors.

10
SEDF Points of Interest

• Determines Standards of Quality Funding.
• Contains Duplicate Enrollment Data

11
SEDF Improvement

• Multiple improvements in the works based on
  suggestions from divisions.
• More course codes assigned a non-traditional
  gender.

12
Follow Up Current Status

• Due June 30th, 2006.
• Objective is to have 75 response rate per
  division and overall for the state.

13
Follow Up Data Accuracy

• Data Accuracy Completer Demographics Report
  (CDR) is used to generate list for Follow-Up .
• Must complete the follow-up for every completer
  provided in the CDR, except deceased.
• Cant alter completer data once Follow-Up process
  is initiated.

14
Follow Up Whom to Contact

• Contact VT concerning follow up.
• If you forget your login/password or need a new
  one assigned.
• If you need to correct erroneous submissions.
• If you or completers are having difficulty
  submitting survey responses.

15
Follow Up Contact Information

• Administrative Pat OReilly
• oreilly_at_vt.edu
• 540-231-8204
• Technical Jim Washington
• jwashin_at_vt.edu
• 540-231-2406
• Toll Free 888-302-8533

16
Completer Demographics Report - Current Status

• Due June 30th, 2006
• Currently available for download.
• Very important as affects 5 of 11 performance
  areas and used to generate the Follow-Up.

17
Completer Demographics Report Points of Interest

• You sign off on final submission of the CDR.
  Thus, you are responsible for providing accurate
  data in the CDR.
• Only provide data on true completers.
• True completers - senior students who have
  finished the Career and Technical requirement for
  completion. Do not include underclassman.
• Refer to the Administrative Planning Guide for
  2004-2006 or Appendices A-H in this manual to
  determine if a student has finished the Career
  and Technical requirement for Completion.
• Refer to Pages 30-39 the Career Technical
  Education Reporting System Users Manual.

18
Completer Demographics Report Improvements

• Addition of the Student State Testing ID to the
  collection.
• More non-traditional Program Area Codes.
• Improved Summary Sheets used in the data
  submission verification process listing 3 years
  of data.
• Request a Completer List from Central Office to
  compare with your list.

19
Completer Demographics Report Future
Improvements

• CDR collection will be added to the SSWS and will
  be processed in a similar manner as the improved
  SEDF process in 2007.
• Most of the data elements needed for the CDR are
  collected on the End of Year (EOY) report, same
  report currently containing CTERS2 data, which is
  due on July 15 of this year.
• Those data fields not collected in the EOY will
  be submitted by the CTE Admin via the SSWS
  interface.

20
Completer Demographics Report Future
Improvements

• Reason 1 Elimination of the Excel template.
• Reason 2 Elimination of duplicate
  entries/redundancy.
• Reason 3 Improve data accuracy and integrity.

21
CTERS2 - Current Status

• Due June 30th, 2006
• Currently available for download.
• We have already began to receive submissions.
• Only 7 divisions must submit a CTERS2 to the CTE
  dept. this year. Rest collected via the End Of
  Year report.
• Contains un-duplicated CTE enrollment.

22
CTERS2 Points of Interest

• There are two spreadsheets to complete.
• One for all CTE students and one for Tech Prep.
• Tech Prep students are included on the sheet for
  all CTE students, a subset.

23
CTERS2 Points of Interest

• Gender Race totals must equal
• Special Populations totals must be equal or
  greater to Gender Race totals.
• If student does not belong to a special
  population put those totals in the NO Special
  Population column.

24
CTERS2 Improvements

• In 2007, CTERS2 data will be submitted with the
  Spring Student Record Collection, this year due
  April 21, 2006, vs. the End of Year collection.
• A web interface will be created on the SSWS to
  allow the CTE Admin to review the CTERS2 data for
  accuracy and modify the submission if required.

25
CTERS2 Improvements

• The CTE Admin would have until June 30, 2007 to
  validate the CTERS2 portion of the Spring Student
  Record Collection.

26
Data Submission

• Naming convention for e-mail attachments may NOT
  have more than one period (.) in the file name.
• Thus, do not put ANY periods in file name for the
  data submission file.
• The one period is reserved for the file extension
  only. (i.e.-.xls, .doc, .txt)

27
Data Submission

• Improperly named file example
• 001.SEDF.xls
• Properly named file example
• 001_SEDF.xls

28
Data Submission

• Improperly named files attached to e-mails result
  in the e-mail being quarantined by the DOE
  security software/firewall.
• NO e-mail notice of the quarantine is sent to the
  sender or the receiver.

29
Data Submission

• I have added an auto reply feature to the CTERS
  mail box.
• You will receive an e-mail noting the
  transmission was received.
• If you dont get an e-mail reply from the CTERS
  mailbox your transmission was not received and
  you need to re-send.

30
Misc. Points to Mention

• Notify us of any technical problems encountered
  while completing the Completer/Employer
  Follow-Up, e.g. browser related problems.
• Improvement notify us of any ideas or changes
  we can make to improve the data collection and
  reporting process.

31
Questions?
32
Contact Information
804-371-2924 FAX [phone] INTERNET
Blair.Seaford_at_doe.virginia.gov H. Blair
Seaford Data Management Specialist Office of
Career and Technical Education Virginia
Department of Education 101 N. 14th Street P.O.
Box 2120 James Monroe Building Richmond, VA
23218-2120 Richmond, VA 23219